This series contains computer-generated ledger sheets received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by recycling.

ACCREDITATION FILES

This series contains examples of the following: student papers, examinations, course outlines, and handouts.

RETENTION: Retain 6 years in office, then destroy by recycling.

ADMINISTRATION DATABASES

This series contains databases that support administrative or housekeeping functions by containing information derived from hard copy records that are 1) authorized for destruction in the LSU Retention and Disposal Schedule and 2) maintained in organized files.

RETENTION: Delete information in the database when no longer needed.

BUDGET FILES

This series contains computer-generated monthly ledger sheets received from Accounting Services, NCR copies of Internal Transactions sent to Accounting Services, file notes, photocopies of Travel Expense Vouchers sent to Accounting Services, photocopies of invoices, photocopies of receipts, NCR copies of requisitions sent to Purchasing, photocopies of Requests from Budget Adjustments sent to Budget and Planning, and computer-generated Invoices Paid During the Period reports received from Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

CATALOG INFORMATION FILES

This series contains photocopies of catalog approvals sent to Office of Academic Affairs, photocopies of catalog proofs received from Office of Academic Affairs, and course descriptions.

RETENTION: Retain 3 years in office, then destroy by recycling.

COMPUTER-GENERATED LISTS, 1986-1989 (OBSOLETE)

This series contains computer-generated lists.

RETENTION: Destroy by landfill.

CONTACT FILES

This series contains off-campus correspondence, Preliminary Application Forms, photocopies of GRE scores received from off campus, and letters of reference received from off campus.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

CORRESPONDENCE

This series contains campus and off-campus correspondence.

RETENTION: Retain 5 years in office, then destroy by shredding

then landfill.

COURSE AND FACULTY SCHEDULING FILES

This series contains photocopies of Requests for Drop-Add of Section sent to Student Records and Registration, computer-generated Faculty Assignment Reports received from Student Records and Registration, computer-generated Class Schedule Reports received from Student Records and Registration, campus correspondence, file notes, statistical worksheets, computer-generated Course Management Reports received from Student Records and Registration, photocopies of Enrollment Status Queries sent to Students Records and Registration, NCR copies of Class Lists received from Student Records and Registration, file lists, and course schedules.

RETENTION: Retain 3 years in office, then destroy by landfill.

COURSE SCHEDULES

This series contains course schedules.

RETENTION: Retain in office while active, then destroy by

recycling.

DENIED APPLICATIONS FILES

This series contains off-campus correspondence, computer-generated Credentials Analysis received from Graduate School, and photocopies of letters of reference received from Graduate School.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

DEPARTMENTAL REPORTS

This series contains photocopies of departmental reports.

RETENTION: Retain in office while active, then destroy by

recycling.

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

FACULTY PERSONNEL FILES

This series contains teacher evaluations received from Office of the Dean, personnel appointment forms, NCR copies of PER-3 Personnel Status Changes sent to Human Resource Management, continuation and separation forms, and photocopies of Promotion/Tenure Forms sent to Office of the Dean.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

RETENTION: Retain in office while active or until superseded, then destroy by recycling.

GRADUATE ASSISTANTSHIP FILES

This series contains photocopies of PER-14 appointment notifications sent to Human Resource Management, photocopies of PER-17 appointment notifications sent to Human Resource Management, file notes, Form I-9s Eligibility for Employment sent to Human Resource Management, photocopies of W-4s, and Loyalty Oaths

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

GRADUATE NO-SHOWS FILES

This series contains off-campus correspondence, photocopies of admission forms received from Graduate School, photocopies of transcripts received from Graduate School, and photocopies of letters of reference received from Graduate School.

RETENTION: Retain in office 1 year after application term, then destroy by shredding then landfill.

GRADUATE STUDENT FILES

This series contains photocopies of graduate assistantship applications sent to Graduate School, GRE reports received from Graduate School, requests for examination, correspondence, letters of recommendation received from off campus, graduate student records, NCR copies of registration cards received from Graduate School, photocopies of Plans of Study sent to Graduate School, photocopies of Requests for Changes in Program of Study sent to Graduate School.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

GRE SCORE REPORTS

This series contains GRE score reports received from off campus.

RETENTION: Retain in office 5 years after graduation term or

term of last attendance, then destroy by shredding then landfill.

INFORMATIONAL FILE LISTS

This series contains file lists.

RETENTION: Retain in office while active, then destroy by

landfill.

JOB APPLICANT FILES

This series contains letters of reference received from off campus and resumes received from off campus.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

LAB MANUALS MASTER FILE

This series contains master copies of lab manuals.

RETENTION: Record (master) copy: Retain permanently in office.

Duplicates: Retain in office while active, then destroy by

landfill.

MANUALS AND CATALOGS

This series contains manuals and catalogs received from campus offices and off campus.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

MIDTERM AND FINAL GRADE SHEETS

This series contains carbon copies of Midterm Grade Sheets sent to Student Records and Registration and carbon copies of Final Grade Sheets sent to Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

MISCELLANEOUS BUDGET FILES

This series contains campus near-print informational material, budget worksheets, photocopies of expenditure lists received from Accounting Services, photocopies of Internal Transactions received from Accounting Services, NCR copies of invoices sent to Accounting Services, and computer-generated monthly ledger sheets received from Accounting Services.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

PERSONNEL INFORMATION FILES

This series contains campus near-print informational material and procedural guidelines received from campus offices.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

RETENTION: Retain in office until superseded, then destroy by recycling.

REFERENCE FILES

This series contains campus and off-campus correspondence, campus near-print informational material, photocopies of Reentry forms sent to Office of the Dean, computer-generated Enrollment Management Reports received from Student Records and Registration, and computer-generated Enrollment by Section reports received from Student Records and Registration.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Enrollment reports: Retain 3 years in office, then destroy by recycling. Reentry forms:

Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

RESEARCH PROPOSALS

This series contains photocopies of research proposals received

from professors.

RETENTION: Retain 3 years in office, then destroy by recycling.

STAFF PERSONNEL FILES

This series contains referral photocopies received from Human Resource Management, photocopies of resumes, photocopies of appointment forms sent to Office of the Dean, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, and photocopies of job descriptions sent to Human Resource Management.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

STUDENT ASSISTANT FILES

This series contains photocopies of 1-9 Employee Eligibility Verifications sent to Student Aid and Scholarships, photocopies of PER-17 Turn-Around Documents sent to Accounting Services, and photocopies of identification received from students.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

TEACHING EVALUATIONS

This series contains computer-generated Teaching Evaluations received from Measurement and Evaluation Center.

RETENTION: Retain 6 years in office, then destroy by shredding then recycling.

UNDERGRADUATE RECORDS INFORMATION FILES

This series contains campus near-print informational material received from Student Records and Registration and procedural guidelines received from Student Records and Registration.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

UNDERGRADUATE STUDENT FILES

This series contains photocopies of transcripts received from Records and Registration, photocopies of Grade Reports received from Student Records and Registration, and correspondence.

RETENTION: Retain in office 5 years after graduation term or term of last attendance, then destroy by shredding then landfill.

VENDOR CATALOGS

This series contains vendor catalogs.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.